Payment reminder letter: template in three steps up to a final reminder
A payment reminder letter politely asks for an overdue payment; later reminders get firmer. Choose the step, enter the invoice details and deadline, see the preview at once, then download the letter as a PDF or Word file. Everything stays in your browser.
How it is calculated
How the template works
You choose between a friendly reminder, a first reminder and a final reminder. The tool puts invoice number, invoice date, due date and amount into a suitable text, works out the new deadline (letter date plus days) and, for the later steps, adds the amounts you enter yourself for late fees and interest to the total due. Example: an invoice of 120.00 plus a 5.00 fee gives 125.00 due.
What the letter should contain
- Sender and recipient, date and a clear subject line
- Reference: invoice number, invoice date, due date, amount outstanding
- A new deadline with a concrete date and the payment details (IBAN or account)
- One sentence for the case that payment and letter crossed in the post
Background
Whether late fees or interest may be charged, and from when, depends on your contract and on the law that applies to it. The tool does not check any amounts; it only uses the figures you type. Start with the invoice itself using the invoice generator, confirm a payment with a receipt, and end a contract with the cancellation letter.
Limits
The tool produces a sample text, not legal advice. Before court action or larger claims, have the case checked.
Frequently asked questions
How do I write a payment reminder letter?
Name the invoice number, date, due date and amount outstanding, politely ask for payment by a concrete date and add a line for the case that payment and letter have crossed.
When should I send a first reminder?
When payment is still missing after the friendly reminder and its deadline have passed. Keep a copy of each letter and note the date you sent it.
Can I add late fees and interest?
Only amounts you are entitled to under your contract and the applicable law. The tool simply adds the figures you enter and does not check them.
Can I get the letter as a Word file?
Yes. Besides the PDF you can download a Word file (DOCX) and edit the wording further.
Is the invoice data stored?
No. There is no upload and no account. Only if you tick “Remember my entries in this browser” are the entries kept locally.
Sources and legal basis
As of:
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